The invoice approval process is a complex series of actions that can happen over days, weeks, or even months. The process of approving invoices typically starts when a company receives an invoice from a vendor, which then undergoes a validation process. It is then routed to the individual responsible for purchasing the goods or services for approval. Once the details have been verified, the invoice is posted by the accounting team, and payment can be processed. Many people touch the invoice before payment is finally made. Simplify your workflow with Softpoint’s auto-routing and auto-approval processes.
Streamline Your Workflow with Softpoint’s Auto-Routing and Auto-Approval Processes
When the system identified 1-way invoice matching:
By building a 1-way list, we can automatically route validated invoices to the appropriate person for action. This person will then be able to access the invoice on their personalized Action list, which only displays transactions where their action is required.
When the system identified 2-way or 3-way invoice matching:
Once Flowis validates and performs all necessary checks on the invoice and the matching of necessary documents (Invoice – Purchase Order; Invoice – Purchase Order – Goods Receipt) was completed, the invoice is automatically approved and recorded in the ERP system, without any intervention required from anyone throughout the entire process.
What if an invoice successfully goes through validation and checks, but the system detects that a necessary document (for example Goods receipt) is missing? The transaction will be automatically routed to the appropriate person to create one.
Alternatively, a logic or condition can be implemented where the system puts the invoice on hold for instance for 5 days if a receipt is missing. Flowis system checks every day to see if the receipt has been created. If not, it will be automatically routed to the appropriate person. If there is still no action taken, reminders will be sent. Once the receipt is created, the system will perform checks again. If every check passes, the invoice will be automatically approved and recorded in the ERP system, without any involvement from the Accounts Payable team.
Discover the advantages
The auto-routing and auto-approval process is a powerful feature of Flowis, providing several benefits to companies of all sizes. Here are some of the key benefits of using the auto-routing and auto-approval invoice process in Flowis:
1. Increased Efficiency
With Flowis, companies can automate their invoice approval process, eliminating the need for manual approval and saving time and resources. When invoices meet pre-defined criteria, they are automatically approved, reducing the workload for accounts payable teams, and streamlining the entire process.
Auto-routing and auto-approvals save time and reduce the need for manual labor. It can significantly reduce the overall cost of the invoicing process and labor costs.
3. Variances and Thresholds
With Flowis, companies can set up variances and thresholds for invoices. These thresholds can be based on a percentage (difference up to 5%) or a certain amount (up to 100 USD). When invoices meet the thresholds, they are automatically approved. It reduces the need for manual intervention and ensures that invoices are processed accurately and in compliance with policies and procedures.
4. Complex Approval Rules
The approval matrix in Flowis allows companies to create complex approval rules based on their specific needs. It means that companies can set up multiple levels of approval, define different approval thresholds for different departments or individuals, and more.
5. Customizable Invoice Checks
Flowis allows companies to define their own invoice checks based on their specific needs and requirements. It means that companies can create checks that are tailored to their unique workflows and processes, ensuring that invoices are approved only when they meet specific criteria.
6. Generate Purchase Orders and Goods Receipts in Flowis
The system enables users to generate purchase orders and goods receipts within the same platform, without the need for any other system.
7. Automated booking in ERP system
Once an invoice is automatically approved, it is automatically recorded in the ERP system. It eliminates the need for manual data entry and reduces the risk of errors.
Leverage our powerful tool
In summary, the auto-routing, and auto-approvals in Flowis provide companies with a powerful tool to streamline their invoice approval process, increase efficiency, accuracy, and control, and customize their workflows to meet their unique needs. With full audit history and complex approval rules, companies can ensure that invoices are processed accurately and in compliance with their policies and procedures, while also saving time and resources.
Let SoftPoint lead your digital transformation by doing the repetitive work, so your team can concentrate on creative, high-value work.